Bilingual Administrative Assistant

Bilingual Administrative Assistant for union client, Canadian head office, mid town Toronto. Marberg Job Number: 2882 Job Type: Temporary. Initial Term: ASAP to for approximately 1 month, with possibility of additional extension. Existing Vacancy: Backfill for leave of absence. Compensation: $27.00 to 33.00 per hour, according to experience. Regular Work Hours: 7.0 hours per day not including 1-hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (35 work hours per week). Work Location: 100% onsite at client's mid-town Toronto office, near TTC station. Ergonomic Requirements: In addition to regular desk work, the position will require occasional lifting of bankers' boxes to prepare offsite storage and standing or crouching to re-file hard copy documents. Onsite Dress Code: Business Casual according to Client business requirements. Responsibilities Summary: We are seeking a highly organized and detail-oriented Bilingual Administrative Assistant to provide administrative, research, and clerical support to a small team. The successful candidate will manage multiple priorities, maintain accurate records, coordinate schedules, and support the preparation and organization of research materials and documents. Maintain databases and retrieve information; prepare reports using Oracle. Maintain research files, records, and electronic and physical filing systems. Provide bilingual administrative and clerical support to department staff. Draft, edit, format, proofread, and finalize documents in English and French. Manage calendars, meetings, conference calls, and videoconferences using Outlook and Zoom. Coordinate schedules, deadlines, conference arrangements, registrations, and occasional travel. Process travel-related expenses and departmental requisitions. Maintain subscriptions, contact information, and website content. Process incoming and outgoing mail and assist with bulk mailings. Scan, print, photocopy, and organize documents and files. Provide bilingual reception coverage on a rotating basis. Assist with moving and storing files and bankers’ boxes when required. Additional bilingual administrative assistant responsibilities as required. Qualifications: Education: High school Diploma. Preferred Work Experience: At least 3+ years of experience in office administration. Preferred Sector Experience: Not-for-profit or union sector experience an asset. Technical and Language Skills Requirements: Must have strong proficiency with Microsoft Office, Outlook, Zoom, and databases. (will be tested) Strong data entry skills (will be tested). Oracle experience is an asset. Excellent proofreading, editing, and document-formatting skills. Excellent attention to detail and accuracy (will be tested). Advanced fluency in French and English, both written and verbal, including advanced level business writing (will be tested). Polished and professional telephone manners. Task -Based Qualifications and Additional Attributes: Demonstrated record of professional conduct and character. Responsible, reliable and works to deadlines. Punctual, responsible, and reliable. Demonstrated record of professional conduct and character. Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates. Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization. Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy. Superior attention to detail, and organized, methodical approach to completion of tasks. Additional Requirements: Must be legally entitled to work in Canada, providing satisfactory documentation upon request. Ability to work 100% onsite, abiding by organization health and safety policies Ability to promptly provide reasonably recent, qualified employment references at point of client interview who are available to speak with either Marberg or Marberg's client. Provision of certification of AODA and OHSA online training course completion prior to assignment start. Satisfactory Background Checks, Technical and Interpersonal Skills Evaluations, and Employment References. Application Notes: Qualified applications may be contacted same day as date of application. We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted. Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range. Please note that for this position, Marberg Staffing only accepts applications through LinkedIn and marberg.com. Candidates are only contacted via official phone call, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message. No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters. Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

Provide bilingual administrative, research, and clerical support to a small team, including managing calendars and maintaining electronic and physical filing systems. Responsibilities include drafting and editing documents in English and French, processing expenses, and providing reception coverage.

Requires a high school diploma and at least 3 years of office administration experience, preferably in the not-for-profit or union sector. Candidates must be fluent in English and French and proficient in Microsoft Office, Outlook, and Zoom.

• Microsoft OfficePreferred
• Data entryPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Bilingualism (English/French)
• Office Administration
• Microsoft Office
• Outlook
• Zoom
• Oracle
• Data Entry
• Proofreading
• Document Formatting
• Calendar Management
• Record Keeping
• Research Support
• Clerical Support
• Expense Processing
• Reception Coverage
• Database Management

• Administrative
• Customer Service & Support
• Government & Public Sector

Minimum education

High school

Minimum experience

3+ years

Apply by

Sep 20, 2026

Posting language

English

Working hours

35 hours per week

Seniority

Associate